Full Time 40 hours Grade 051 Pediatrics M&D Admin Schedule 8 AM-5 PM; SCHEDULE MAY VARY BASED ON OPERATIONAL NEEDS Responsibilities Overview: Under general guidance, and with significant latitude for independent judgment and initiative, serve as principal administrative support to the Department of Pediatricsâ™ Chair and Physician-in-Chief, Golisano Childrenâ™s Hospital. Manage the general office and relative administrative services and act as a liaison between the Chairâ™s office, Golisano Childrenâ™s Hospital, Department and other internal and external offices. Requires a high level of decision-making, communication and follow up action items on behalf of the Chair. The Executive Assistant is responsible for organizing and coordinating office operations and procedures to maximize the effectiveness of daily office activities, including the Chairâ™s schedule. The Assistant must possess the ability to work closely, and effectively, with all staff, faculty and others internal and external to the organization. The position requires professionalism and the ability to manage sensitive and confidential information appropriately. The Executive Assistant must be able to prioritize and meet deadlines effectively balancing competing priorities and demands. Administrative details and duties require extensive experience with University and Departmental policies, procedures and practices. Demonstrates ICARE* values in each of the major responsibilities. Responsibilities: With general guidance as to priorities, manages the time and calendar of the Chair and Physician-In-Chief, Golisano Childrenâ™s Hospital. Responsible for the calendar of the Chair, making decisions between competing events and reassigning meetings, ensuring sufficient transition time between meetings. Reconcile conflicts between onsite meetings and out-of-town obligations. Interact and arrange meetings with deans, directors, university department chairs, associates chairs, faculty and national and international colleagues. Liaison for all national activities of the Chair. Plans meetings and conferences (both national and international) to support Chairâ™s professional activities. Anticipate the need for, and obtain, background material for decisions and conferences. Provide administrative support to the Chair using various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint, Visio, Endnote, etc.). Manage the general office and related administrative services. Anticipate the need, and obtain background material, for decisions and conferences. Compile, edit and proofread materials for correspondence, presentations, proposals, speeches and publications. Prepare and sign routine correspondence, compose correspondence on policy or other substantive matters including extrapolating information including, but not limited to, drafting faculty appointment, reappointment and promotion support letters on behalf of the Chair for review. Create PowerPoint presentations and prepare materials for publication, including the ability to edit. Assist with preparation of research grants and clinical trials including, but not limited to, compiling data, preparing administrative and statistical reports. Assist in orientating new faculty, visitors and dignitaries. Develop schedules for recruitment of faculty.Assist with travel and hotel arrangements, itineraries for department candidates, visitors and speakers. Coordinate all administrative and logistical arrangements for department meetings, retreats, special meetings and events. Prepare program literature, brochures and other materials based on the event. Develop and publish meeting agendas and proactively prepare and compile background information needed; arranges follow-up meetings, correspondence and activities. Maintains all files for Chair Update Chairâ™s CME credits, CV, and tracks credentialing information. Prepare requests for payments, travel and conference reimbursements, and other requests as needed. In addition, performs daily administrative duties such as filing, and ordering office supplies. As a liaison to the Medical Staff Office, coordinate new and renewals of medical staff privileges, ensuring faculty maintain privileges, malpractice and complete renewals in timely manner to mitigate lapse or suspension of privileges. Represent the Chair in contacts with University officers, faculty, leaders, alumni, trustees, the press and government officials relaying and frequently anticipating, the Chairâ™s instructions, preferences and concerns and obtaining reports or recommendations. Liaison to the offices of the Dean, Department heads, faculty. Assure University officials and others concerns are informed of decisions. Represent, and serve as spokesperson for the Chair, in communicating instructions and in interpreting administrative matters to Division Chiefs, faculty, staff, medical students, etc. Triage multiple requests for information to appropriate associate chairs, faculty, administrators and staff. Liaison/consultant to the Golisano Childrenâ™s Hospital Development Office regarding fundraising events, donors, etc. Work directly with the Chair and Associate Chairs regarding legal issues involving the department. As directed by the Chair, serve on Committees as Department representative on behalf of the office. Responsible for the completion of special projects assigned by the Chair. Serve as administrative and organizational support for projects directed by the Chair, including but not exclusively the Department annual report preparation, website development and maintenance. Compile information for production of annual report. Generate reports by collecting and processing data and information and culling it down to summary reports and data. Provide supervision and direct the work of support staff. Train individual in processes and procedures related to administrative functions within the Chairâ™s office Daily Supervision, HR functions and timekeeper for support staff. Evaluate and prepare performance assessment Identify and resolve performance issues in conjunction with Staff Human Resources Administrator. Requirements College graduation or an equivalent combination of experience and training. One year of relevant administrative experience. Prefer Bachelorâ™s degree. Three to 5 years administrative experience preferred. Supervisory experience preferred. Transcription experience desired. Must have reliable/efficient transportation; off-site travel required. Excellent verbal and written communication and interpersonal skills, proficiency with Windows based environment (MS Word, Excel, Outlook, PowerPoint, Sharepoint, Visio and EndNote); ability to handle multiple priorities; strong organizational skills and the ability to meet deadlines in a fast-paced environment essential with competing demands and priorities. Exceptional judgment and ability to learn the needs of different components of the University required. Work independently with minimal guidance. Demonstrate efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvement. Strong oral and written communications skills are essential. Ability to multi-task required. Demonstrate accuracy, grammatically correct documentation in all correspondence. Maintain knowledge about University systems (HRMS, URSpace, URGEMS, and Kentico).
The University of Rochester is one of the country's top-tier research universities. Our 158 buildings house more than 200 academic majors, more than 2,000 faculty and instructional staff, and some 11,100 students.
Learning at the University of Rochester is also on a very personal scale. Rochester remains one of the smallest and most collegiate among top research universities, with smaller classes, a low 10:1 student to teacher ratio, and increased interactions with faculty.